NPO software measures up: an in-depth look at accounting packages for not-for-profits.If you're you're Contraction of you are. you're you are you're be in the market for nonprofit organization Nonprofit Organization An association that is given tax-free status. Donations to a non-profit organization are often tax deductible as well. Notes: Examples of non-profit organizations are charities, hospitals and schools. (NPO NPO [L.] nil per os (nothing by mouth). NPO abbr. Latin nil per os (nothing by mouth) NPO Nothing by mouth ) accounting software, you're in luck. Most of the products have undergone major upgrades in recent years that have made them far more powerful, feature-rich and easier to use. In our last survey of such software ("Sizing Up NPO Software," JofA, Nov. 00, page 28) the available products generally lacked sophisticated functionality and were hardly user-friendly user-friendly - Programmer-hostile. Generally used by hackers in a critical tone, to describe systems that hold the user's hand so obsessively that they make it painful for the more experienced and knowledgeable to get any work done. Now, seven years later, we again examine in detail most of the available accounting software designed to meet the requirements of FASB Statement FASB Statement A standard set by the Financial Accounting Standards Board regarding a financial accounting and reporting method. Essentially, FASB statements determine the acceptable accounting practices that Certified Public Accountants use in reporting no. 117, Financial Statements of Not-for-Profit Not-for-profit An organization established for charitable, humanitarian, or educational purposes that is exempt from some taxes and in which no one in profits or losses. Organizations. POWER TO THE USER The improvements go beyond cosmetics cosmetics, preparations externally applied to change or enhance the beauty of skin, hair, nails, lips, and eyes. The use of body paint for ornamental and religious purposes has been common among primitive peoples from prehistoric times (see body-marking). , such as prettied-up graphics and less-than-vital bells and whistles A slang English term for exceptional features in some product. In the computer field, it typically refers to functions in software that may be greatly appreciated by some users, even though they may not be necessary most of the time. . The new products generally were thoughtfully thought·ful adj. 1. Engrossed in thought; contemplative. 2. Exhibiting or characterized by careful thought: a thoughtful essay. 3. redesigned to meet users' diverse needs. For a detailed assessment of each product's major accounting tasks, see Exhibit 1. The following is an overview of how NPO software publishers deal with each major accounting task: Exporting data. Just a few years ago, exporting data from accounting software into such applications as Excel A full-featured spreadsheet for Windows and the Macintosh from Microsoft. It can link many spreadsheets for consolidation and provides a wide variety of business graphics and charts for creating presentation materials. , Access and SQL Server An earlier relational DBMS from Sybase and from Microsoft. Sybase introduced SQL Server in 1988 for various Unix versions. In that same year, with help from IBM, Sybase created an OS/2 version that Microsoft licensed and branded as Microsoft SQL Server. was a difficult task. But products like QuickBooks A small business accounting system for Windows and the Macintosh from Intuit, Inc., Mountain View, CA (www.intuit.com). It works like Intuit's popular Quicken program but is designed to track a whole business. , Kintera and Blackbaud For the supplier of e-learning software, see . Blackbaud Inc. is a supplier of software specifically designed for charities, schools, universities, and other not-for-profit organizations. have simplified sim·pli·fy tr.v. sim·pli·fied, sim·pli·fy·ing, sim·pli·fies To make simple or simpler, as: a. To reduce in complexity or extent. b. To reduce to fundamental parts. c. data exporting into Excel. With just a few mouse clicks, for example, AccuFund gives users these options: print the data to PDF (Portable Document Format) The de facto standard for document publishing from Adobe. On the Web, there are countless brochures, data sheets, white papers and technical manuals in the PDF format. ; transmit To send data over a communications line. See transfer. the information via e-mail; or convert it to HTML HTML in full HyperText Markup Language Markup language derived from SGML that is used to prepare hypertext documents. Relatively easy for nonprogrammers to master, HTML is the language used for documents on the World Wide Web. for display on a Web site. FUND E-Z E-Z Engdahl-Zigangirov (bound) has a special speed button, Data Access Component (DAC See D/A converter and discretionary access control. DAC - Digital to Analog Converter ), which exports any part of your database into Access. Drill-down functions. Uncovering the various layers of accounting data--such as tracking the complete audit trail backward and forward Adv. 1. backward and forward - moving from one place to another and back again; "he traveled back and forth between Los Angeles and New York"; "the treetops whipped to and fro in a frightening manner"; "the old man just sat on the porch and rocked back and forth all through the system--requires drill-down functions. This is the first batch of products that adequately addresses this function. For example, QuickBooks, Frey Frey (frā), Norse god. He was a beneficent deity associated with the fertilizing powers of the sun and the rain and, like his sister Freyja, with the return of spring. His worship, which extended throughout most of Scandinavia, had its chief seat at Uppsala. , CYMA and Araize allow users to go from the general ledger General Ledger A company's accounting records. This formal ledger contains all the financial accounts and statements of a business. Notes: The ledger uses two columns: one records debits, the other has offsetting credits. to, in some cases, the source document. Some even allow you to make changes to journals, ledgers and source documents without adequate controls to bar the way In a small organization this might be acceptable, but it would present a major fraud risk for others. Use of the Internet Internet Publicly accessible computer network connecting many smaller networks from around the world. It grew out of a U.S. Defense Department program called ARPANET (Advanced Research Projects Agency Network), established in 1969 with connections between computers at the . Today's software makes extensive use of the Internet. Almost all provide online help and update services; some even offer online demonstrations that train new users. Traverse's demo demo - /de'moh/ 1. A demonstration of a product, often of an early version or prototype. A demo is a far more effective way of inducing bugs to manifest themselves than any number of test runs, especially when important people are watching. 2. demo version. 3. is particularly effective. Several vendors, including Araize, Blackbaud, Cougar Mountain The lowest and westernmost of the Issaquah Alps, Cougar Mountain is a zone of highlands in suburban Seattle, Washington, rising abruptly from southeast of the intersection of I-90 and I-405. , CYMA, GMS GMS Greater Mekong Subregion GMS Global Mobile (Communications) System GMS Guild Management System GMS General Medical Services GMS Global Management System (Sonicwall) GMS GroupWise Mobile Server , FUND E-Z and Traverse traverse - traversal , offer sophisticated help programs in which users surrender To give up, return, or yield. The word surrender presupposes the possession or ownership of the thing that is to be returned or given up. It indicates a transfer of title as well as possession, but it does not express or in any way suggest the transaction of a sale control to remote experts at the vendors' sites, who then "walk" through complex functions on the users' computers. These programs are so popular, it's it's 1. Contraction of it is. 2. Contraction of it has. See Usage Note at its. it's it is or it has it's be ~have likely that other software vendors who market complex products will eventually adopt similar training. Customization. Since not all NPO users have the same needs, customization is vital. Several vendors have developed innovative ways to address the diversity problem. Blackbaud, for example, has developed a page called Dashboard (1) See Mac Dashboard. (2) A software-based control panel for one or more applications, network devices or industrial machines. Dashboards display simulated gauges and dials that look somewhat like an automobile dashboard. that allows users to rearrange re·ar·range tr.v. re·ar·ranged, re·ar·rang·ing, re·ar·rang·es To change the arrangement of. re different software components to meet their unique needs. Cougar Mountain has developed a powerful interactive help program to guide the user through setup See BIOS setup and install program. . Frey's pooled cash account allows a user to eliminate the need for "due to/due from" accounting when using one checking account. Controls. In a Sarbanes-Oxley world, controls are critical for some entities, such as SEC-regulated organizations, but much less important for others. Although that makes for some programming complexity for vendors, it is a gift to users who need to customize controls to meet unique needs. To our delight Delight means happiness and may refer to someone or something that brings such a state, such as good-tasting food. It may also refer to : Foods and beverages
Contraction of you will. you'll you will or you shall you'll will see in the table, only one package, Serenic Navigator See Netscape Navigator, Netscape and Norton Navigator. Navigator - Netscape Navigator , provides controls configurable at the field level; it also has role-based security or role-based configurable controls. Others, including Frey, FUND E-Z, Kintera and Traverse, give users a range of control levels. In general, an application was judged excellent if its controls were configurable down to the field level. Of course, not all Statement no. 117 entities need that level of security. THE EVALUATION PROCESS To get the most out of the information in this article, it's important that I explain my evaluation process--that is, my standards for assessing a particular component of a product and my expectation for the type of report its accounting process produces. In addition, I need to confess confess v. in criminal law, to voluntarily state that one is guilty of a criminal offense. This admission may be made to a law enforcement officer or in court either prior to or upon arrest, or after the person is charged with a specific crime. my personal accounting biases so you'll understand my reasoning and be able to adjust my evaluation to your special need. With that knowledge, you should be able to mine this data more effectively. Basic fund accounting. In assessing how well a product handles the basic accounting issues raised by Statement no. 117, I considered the following: encumbrance A burden, obstruction, or impediment on property that lessens its value or makes it less marketable. An encumbrance (also spelled incumbrance) is any right or interest that exists in someone other than the owner of an estate and that restricts or impairs the transfer of the estate or accounting, automatic "due to/due from" recording, fundraising
Budgetary controls. Vendors appear to be moving away from strong budgetary controls, viewing it as a GASB GASB Governmental Accounting Standards Board requirement. This is a switch from prior years. The move makes sense because it is within GASB entities, not Statement no. 117 entities, that the budget has force of law. The last time I evaluated these products, the budgetary controls were uniformly stronger. But now, with the trend toward specialization A career option pursued by some attorneys that entails the acquisition of detailed knowledge of, and proficiency in, a particular area of law. As the law in the United States becomes increasingly complex and covers a greater number of subjects, more and more attorneys are , many products have omitted or weakened weak·en tr. & intr.v. weak·ened, weak·en·ing, weak·ens To make or become weak or weaker. weak  en·er n. those controls.
Accounting and integration. All the products we examined are well integrated with the general ledger--but not with the general journal. As a result, if the CPA (Computer Press Association, Landing, NJ) An earlier membership organization founded in 1983 that promoted excellence in computer journalism. Its annual awards honored outstanding examples in print, broadcast and electronic media. The CPA disbanded in 2000. makes a general journal entry that involves accounts receivable accounts receivable n. the amounts of money due or owed to a business or professional by customers or clients. Generally, accounts receivable refers to the total amount due and is considered in calculating the value of a business or the business' problems in paying , for example, the software would update the general ledger but not the customer account. This is disappointing. Because of this omission omission n. 1) failure to perform an act agreed to, where there is a duty to an individual or the public to act (including omitting to take care) or is required by law. Such an omission may give rise to a lawsuit in the same way as a negligent or improper act. , accountants must be careful during month-end reconciliation for those pesky general journal entries that mess up mess n. 1. A disorderly or dirty accumulation, heap, or jumble: left a mess in the yard. 2. a. control accounts and throw off reconciliations. A few products--Frey, QuickBooks and Serenic Navigator--are integrated well enough to avoid this problem. Posting. The packages are uniformly good at allowing posting to multiple periods and allowing posting to closed periods, which means users do not have to make duplicate DUPLICATE. The double of anything. 2. It is usually applied to agreements, letters, receipts, and the like, when two originals are made of either of them. Each copy has the same effect. copies of databases, with the year-end year-end also year·end n. The end of a year. adj. Occurring or done at the end of the year: a year-end audit. Noun 1. held open for adjusting entries, while we proceed with the new year's entries. I also looked at what kind of posting was allowed: real-time 1. real-time - Describes an application which requires a program to respond to stimuli within some small upper limit of response time (typically milli- or microseconds). Process control at a chemical plant is the classic example. , batch or user option. The better software is flexible. While I prefer real-time, many accountants prefer batch, so packages with a user option get higher grades. User friendly. A product's ease of use is not easy to quantify Quantify - A performance analysis tool from Pure Software. ; the measurement is, after all, very subjective subjective /sub·jec·tive/ (sub-jek´tiv) pertaining to or perceived only by the affected individual; not perceptible to the senses of another person. sub·jec·tive adj. 1. . The measuring method I used--installing an evaluation copy of each product and then using it without training or guidance from the vendor--while imperfect imperfect: see tense. in many ways, does give some indication of the software's friendliness. I not only assessed how well I could navigate (1) "Surfing the Web." To move from page to page on the Web. (2) To move through the menu structure in a software application. the software, but also whether the help menus were really useful and whether the screens guided me accurately. So when I judge that a package is easy to use, keep in mind I use a very personal assessment process. As a practical matter, if you decide to purchase a package, I recommend, instead of slogging through without guidance, getting all the training a vendor offers. Be aware that I did not install every package. Sometimes the software was too large to install on a PC, or a demo of the product was arranged online, or I traveled to a site where the software was already installed. GASB and FASB FASB See: Financial Accounting Standards Board FASB See Financial Accounting Standards Board (FASB). reports. It is relatively easy today to prepare GASB and FASB reports by either exporting to Excel or Access or using reporting tools. Nonetheless, I examined each product's built-in built-in - (Or "primitive") A built-in function or operator is one provided by the lowest level of a language implementation. This usually means it is not possible (or efficient) to express it in the language itself. method for creating these reports because that contributes to a package's ease of use. Except for Frey, none of the products produces a true statement of cash flow. Instead, the reports generally produce just a change in the account balances from one period to the next. ASSESS YOUR NEEDS I've I've Contraction of I have. I've I have I've have presented lots of technical information here. But as you know, software that is excellent for one user can be a total disaster for another. So use the data in this article as a starting point Noun 1. starting point - earliest limiting point terminus a quo commencement, get-go, offset, outset, showtime, starting time, beginning, start, kickoff, first - the time at which something is supposed to begin; "they got an early start"; "she knew from the in shopping for NPO software for your organization. Only you can judge how well a product meets your needs. The only way you can make that judgment is to test the product. It saves time to test a product with made-up information, but you'd you'd 1. Contraction of you had. 2. Contraction of you would. you'd you had or you would you'd have ~would be better served if you did the assessment with live data. It will tell .you with far more accuracy how well the product can serve your needs. All vendors can make an evaluation copy available to you. If they don't don't 1. Contraction of do not. 2. Nonstandard Contraction of does not. n. A statement of what should not be done: a list of the dos and don'ts. offer, ask. Although testing is time-consuming time-con·sum·ing adj. Taking up much time. time-consuming Adjective taking up a great deal of time Adj. 1. , it's the only sure way to know you've you've Contraction of you have. you've you have you've have got the right product for you. Vendors That Opted Out Although we invited every vendor of Statement no. 117 software we could locate to participate in the study, some declined or did not respond to our repeated requests. Those who opted out were Mirasoft, New Generation, Epicor EpiCor is a product derived from fermented baker's yeast culture. It was discovered after insurance data on employees of an animal food factory showed reduced illness. The producers espouse it to have antioxidant properties due to a combination of trace elements found including , Sungard (SunGard Data Systems Inc., Wayne, PA, www.sungard.com) A computer software and services company specializing in financial services, investment support systems and business continuity. SunGard was formed in 1983 from four subsidiaries of the Philadelphia-based Sun Company. Bi-Tech and MIPs. A few products, although they performed some or all of the Statement no. 117 requirements, were too specialized spe·cial·ize v. spe·cial·ized, spe·cial·iz·ing, spe·cial·iz·es v.intr. 1. To pursue a special activity, occupation, or field of study. 2. to be included. They included ACS Technologies Founded in 1978, ACS Technologies is a major provider of information management solutions for churches, schools and other faith-based organizations and has made its most notable contribution to the church management software industry with its desktop application, ACS™. , Hunter Hun·ter , John 1728-1793. British surgeon who founded pathological anatomy in England. hunter a horse used for hunting. Systems, Public Sector Solutions and Executive Data Systems. To assure accuracy, each responding vendor was allowed to review--and in some cases challenge and cause us to reevaluate--our assessment. The Search for Nonprofit A corporation or an association that conducts business for the benefit of the general public without shareholders and without a profit motive. Nonprofits are also called not-for-profit corporations. Nonprofit corporations are created according to state law. Software If you search the Internet with the words nonprofit software, you'd be surprised at what turns up. Although we expected just to locate Statement no. 117 products, we were flooded flood n. 1. An overflowing of water onto land that is normally dry. 2. A flood tide. 3. An abundant flow or outpouring: received a flood of applications. See Synonyms at flow. with everything from church software to volunteer management software. In addition, we discovered that GASB accounting software had evolved into sub-specialty packages aimed at municipal, state and other local entities. So if you're doing a search, recognize that NPO has become too generic Generic Describes the characteristics and/or experience of the total universe of a coupon of MBS sector type; that is, in contrast to a specific pool or collateral group, as in a specific CMO issue. to be useful. You have to be more specific: Are you looking for Looking for In the context of general equities, this describing a buy interest in which a dealer is asked to offer stock, often involving a capital commitment. Antithesis of in touch with. Statement no. 117 or GASB software? And are you looking for church or fundraising software? Roberta Ann ANN, Scotch law. Half a year's stipend over and above what is owing for the incumbency due to a minister's relict, or child, or next of kin, after his decease. Wishaw. Also, an abbreviation of annus, year; also of annates. In the old law French writers, ann or rather an, signifies a year. Jones, CPA, Ph.D., is an assistant professor of accounting at the University of Hawai'i at Hilo. Her e-mail address See Internet address. e-mail address - electronic mail address is rajones@hawaii.edu See .edu. (networking) edu - ("education") The top-level domain for educational establishments in the USA (and some other countries). E.g. "mit.edu". The UK equivalent is "ac.uk". .
TECHNOLOGY/SOFTWARE
Exhibit 1 AccuFund Accounting Arsize Fast fund
Suite
Accufund, Inc. Araize, Inc.
400 Hillside Avenue 130 Iowa Lane #102
Needham, MA 02494 Cary, NC 27511
www.accufund.com www.araize.com
877-872-2228, 800-745-4037
ext. 215
General Controls
Can controls be set at No No
field-level security?
Can controls be set at Yes Yes
form-level security?
Fund Accounting
Will system Yes, better than Yes
automatically record others
due to/due from
for spreads among
different funds?
Strong budgetary Some: alerts when Provides no warning
controls over budget; can set when going over
warnings/controls budget in A/P, cash
disbursements
or general ledger
Can it handle Yes No
encumbrance accounting?
Voucher system for Yes, with Requisition No
payables module
Can handle pledge/ Only A/R Yes, with purchase
fundraising of separate module
General Accounting
General Journal posts to Only to G/L Only to G/L
sub-ledgers and G/L
Allows for multiple Yes, no limit Yes, up to 24 months
periods open at same
time
Closing required before No No
posting in noncurrent
period?
Is posting real-time or Real-time Real-time
batch or user option?
Ease of use
Easy to use? Yes Yes
Interface GUI or text GUI GUI
based?
Are screens accounting Yes Somewhat
intuitive?
Remote desk help? Yes Yes
Automatic allocations Yes, with separate Yes
possible? module
Can a check be cut to Yes, one setup for Yes
customer without setting organizations with
up as a new vendor? check box for
vendor, donor,
customer, member,
employee
Is fixed asset and Addition is easy; N/A
addition/depreciation depreciation is
easy? tricky
Reports included with
software
Fund-based statements
Stmnt. of revenues, Yes Yes
expenses & changes in
fund net assets
Statement of cash Yes Yes
flows-proprietary funds
FASB No. 117
Consolidated statement Yes Yes, but called
of financial position balance sheet
Consolidated stmnt. of Yes Yes
activities and changes
in net assets
Consolidated statement No Yes
of functional expenses
Consolidated statement No Yes
of cash flows
Financial position N/A Yes
includes total assets,
total liabilities,
unrestricted net assets,
temp. restricted net
assets, permanently
restricted net assets
and total net assets
Statement of activities N/A N/A
includes change in
unrestricted net assets,
change in temporarily
restricted net assets
and change in
permanently restricted
net assets
True statement of cash Format is, but Format is, but
flows amounts are not amounts are not
Other
What works really well Due to/due from; Nice drill down;
account information; clean, simple,
GUI; organization easy-to-use
setup; printer interface
options
What works poorly Default depreciation Budget controls,
methods limited lacked fixed assets
Special notes Excellent reporting Support provided by
for the manager and VARs. Includes
easy to use for the accounting,
staff; reports can fundraising and
be written to suit payroll.
client's needs
Primary market Grant-funded Small to medium-size
nonprofits and organizations
municipal government
Exhibit 1 Blackbaud Cougar Mountain
Blackbaud, Inc. Cougar Mountain
2000 Daniel Software
Island Dr. 7180 Potomac Dr.
Charleston, SC 29492 Boise, ID 83704
solutions@- www.cougarmtn.com
blackbaud.com 800-388-3038
www.blackbaud.com
800-443-9441
General Controls
Can controls be set at No No
field-level security?
Can controls be set at Yes Yes
form-level security?
Fund Accounting
Will system Yes Yes, configurable
automatically record menu item
due to/due from
for spreads among
different funds?
Strong budgetary Yes, at user option No; budget exists
controls but only edit report
can alert on items
over budget
Can it handle Yes Yes
encumbrance accounting?
Voucher system for Yes, with separate Yes, although it's
payables install of not called a voucher
eRequisitions
Can handle pledge/ Yes, with purchase Only A/R
fundraising of separate module
General Accounting
General Journal posts to Only to G/L Only to G/L
sub-ledgers and G/L
Allows for multiple Yes, no limit Yes, up to 3 years
periods open at same
time
Closing required before No No
posting in noncurrent
period?
Is posting real-time or Batch Only batch, but it
batch or user option? can be single or
multi-entry
Ease of use
Easy to use? Yes Yes
Interface GUI or text GUI GUI
based?
Are screens accounting Yes Yes
intuitive?
Remote desk help? Yes Yes
Automatic allocations Yes Yes
possible?
Can a check be cut to Yes No, but has option
customer without setting to accept credit
up as a new vendor? card payment so can
process customer
credit via credit
card
Is fixed asset and Yes N/A
addition/depreciation
easy?
Reports included with
software
Fund-based statements
Stmnt. of revenues, Yes No
expenses & changes in
fund net assets
Statement of cash No No
flows-proprietary funds
FASB No. 117
Consolidated statement Yes Yes
of financial position
Consolidated stmnt. of Yes Yes
activities and changes
in net assets
Consolidated statement Yes No
of functional expenses
Consolidated statement Yes Yes
of cash flows
Financial position Yes Yes
includes total assets,
total liabilities,
unrestricted net assets,
temp. restricted net
assets, permanently
restricted net assets
and total net assets
Statement of activities Yes Yes
includes change in
unrestricted net assets,
change in temporarily
restricted net assets
and change in
permanently restricted
net assets
True statement of cash Format is, but Format is, but
flows amounts are not amounts are not
Other
What works really well Dashboard, user Interactive help
preferences, query for required steps;
feature, easy export setup for modules/
into Excel, G/L users is very easy;
processing quick response. to
support issues,
arranging demos
What works poorly Reinstall of Budget controls
software after
initial installation
was very difficult.
Special notes Project, grant and For entities with a
endowment management retail component;
module offers extra easy to expand into
level of tracking point-of-sale or
without increasing sales order
the number of environments.
accounts in system.
Primary market Nonprofit Small to medium-size
organizations that organizations such
require a proven as churches,
fund accounting municipalities and
solution. charitable
organizations.
Exhibit 1 GYMA NEP Frey & Co BUCS
Budgetary
CYMA Systems, Inc. D. R. Frey & Co.
2330 W. University 40 No. Grand Ave.,
Dr, Suite 4 Suite 303 Fort
Tempe, AZ 85281 Thomas, KY 41075
www.cyma.com www.drive.com
800-292-2962 859-441-6566
outside US
General Controls
Can controls be set at No Some
field-level security?
Can controls be set at Yes Yes
form-level security?
Fund Accounting
Will system Yes No
automatically record
due to/due from
for spreads among
different funds?
Strong budgetary Yes, at user option Yes, but clumsy
controls
Can it handle Yes Yes
encumbrance accounting?
Voucher system for Yes, although it's Yes, although it's
payables not called a voucher not called a voucher
Can handle pledge/ Yes with custom Only A/R
fundraising field setup
General Accounting
General Journal posts to Only to G/L Yes to A/P and G/L
sub-ledgers and G/L
Allows for multiple Yes, but only one Yes, up to 2 years
periods open at same period open at a
time time.
Closing required before No Yes, but not for
posting in noncurrent current year
period?
Is posting real-time or Batch Both
batch or user option?
Ease of use
Easy to use? Yes Yes
Interface GUI or text GUI GUI
based?
Are screens accounting Yes Somewhat
intuitive?
Remote desk help? Yes Yes
Automatic allocations Yes Yes
possible?
Can a check be cut to Somewhat: must use No
customer without setting one-time vendor
up as a new vendor? payment process
Is fixed asset and Fixed assets Additions yes;
addition/depreciation provided by depreciation is
easy? third-party vendor tricky. Compasays
it will be improve
in next release
Reports included with
software
Fund-based statements
Stmnt. of revenues, No Yes
expenses & changes in
fund net assets
Statement of cash Reports done via Yes
flows-proprietary funds worksheet
FASB No. 117
Consolidated statement Yes Yes
of financial position
Consolidated stmnt. of Yes Yes
activities and changes
in net assets
Consolidated statement Yes Yes
of functional expenses
Consolidated statement Reports done via Yes
of cash flows worksheet
Financial position Yes Yes
includes total assets,
total liabilities,
unrestricted net assets,
temp. restricted net
assets, permanently
restricted net assets
and total net assets
Statement of activities Yes No
includes change in
unrestricted net assets,
change in temporarily
restricted net assets
and change in
permanently restricted
net assets
True statement of cash No Almost, format is
flows direct method; some
amounts are
accurate.
Other
What works really well eDesk, drill down Budget controls,
statement of cash
flows cash
accounting, drill
down, integration
of FA, A/P and GJ
What works poorly Nothing Terminology a bit
odd, depreciation a
bit tricky
Special notes Software provides Very strong budget
essential accounting controls that can be
functionality customized; makes
usually only found software well-suited
in more expensive for both government
packages. Includes and nonprofits.
FASB 117 reporting,
grant tracking, fund
maintenance and
balancing.
Primary market Mid-size entities Government,
nonprofit and
utility operations
Exhibit 1 FUND E-Z Fund GMS
Control System Accounting Software
Fund E-2 GMS
106 Corporate Park 10559 Metropolitan
Dr. Suite 115 Ave. Kensington,
White Plains, MD 20895
NY 10604 www.gmsactg.com
877-696-0900 800-933-3501
General Controls
Can controls be set at Some No
field-level security?
Can controls be set at Yes Yes, with purchase
form-level security? of security
supplements
Fund Accounting
Will system Yes No
automatically record
due to/due from
for spreads among
different funds?
Strong budgetary Yes, but clumsy Only when purchase
controls order is over budget
Can it handle Yes No
encumbrance accounting?
Voucher system for No Yes
payables
Can handle pledge/ Yes Only A/R
fundraising
General Accounting
General Journal posts to Only to G/L Only to G/L
sub-ledgers and G/L
Allows for multiple Yes, no limit Yes, no limit
periods open at same
time
Closing required before No No
posting in noncurrent
period?
Is posting real-time or Real time Batch approximates
batch or user option? real time at user
option
Ease of use
Easy to use? Yes, better than Yes
others
Interface GUI or text GUI GUI
based?
Are screens accounting Yes Yes
intuitive?
Remote desk help? Yes Yes
Automatic allocations Yes Yes
possible?
Can a check be cut to No, but option to No
customer without setting accept credit card
up as a new vendor? payment so can
process customer
credit via credit
card
Is fixed asset and N/A Yes
addition/depreciation
easy?
Reports included with
software
Fund-based statements
Stmnt. of revenues, No Reports done via
expenses & changes in worksheet
fund net assets
Statement of cash Yes Reports done via
flows-proprietary funds worksheet
FASB No. 117
Consolidated statement Yes No
of financial position
Consolidated stmnt. of Yes Yes
activities and changes
in net assets
Consolidated statement Yes Yes
of functional expenses
Consolidated statement Yes No
of cash flows
Financial position No Can with user
includes total assets, request
total liabilities,
unrestricted net assets,
temp. restricted net
assets, permanently
restricted net assets
and total net assets
Statement of activities Yes Can with user
includes change in request
unrestricted net assets,
change in temporarily
restricted net assets
and change in
permanently restricted
net assets
True statement of cash Format is, but No
flows amounts are not
Other
What works really well Data access User interface is
component, speed extremely easy to
buttons use; allocations
What works poorly No fixed assets Built-in standard
reports for
FASB/GASB reporting
Special notes One of the easiest Desired for NPOs;
full-featured offers both Access
software packages; and SQL formats;
solid controls and standard modules
exporting features plus budgeting,
that rival more cost allocation,
expensive products. fixed assets and
direct deposit.
Primary market Small to medium-size Mid-size nonprofits
nonprofit entities
Exhibit 1 Kintera Fundware QuickBooks: Premier
Kintera, Inc. Intuit
9605 Scranton Road, 2700 Coast Ave.
Suite 240 Mountain View,
San Diego, CA 92121 CA 94043
866-Kintera www.quickbooks.com
(546-8372) 88-729-1996
General Controls
Can controls be set at Some No
field-level security?
Can controls be set at Yes Some
form-level security?
Fund Accounting
Will system Yes No
automatically record
due to/due from
for spreads among
different funds?
Strong budgetary Yes, with strong No
controls interface to/from
Excel
Can it handle Yes No
encumbrance accounting?
Voucher system for Yes Yes
payables
Can handle pledge/ Only A/R and grants Yes
fundraising
General Accounting
General Journal posts to Only to G/L Yes
sub-ledgers and G/L
Allows for multiple Yes, no limit Yes, no limit
periods open at same
time
Closing required before At user option No
posting in noncurrent
period?
Is posting real-time or Both Real time
batch or user option?
Ease of use
Easy to use? Somewhat Yes
Interface GUI or text Mostly text-based GUI
based?
Are screens accounting Somewhat OK
intuitive?
Remote desk help? Yes Yes
Automatic allocations Yes No
possible?
Can a check be cut to No Yes
customer without setting
up as a new vendor?
Is fixed asset and Yes N/A
addition/depreciation
easy?
Reports included with
software
Fund-based statements
Stmnt. of revenues, No No
expenses & changes in
fund net assets
Statement of cash No Yes
flows-proprietary funds
FASB No. 117
Consolidated statement Yes Yes
of financial position
Consolidated stmnt. of Yes No
activities and changes
in net assets
Consolidated statement Yes, but not by Yes
of functional expenses this name
Consolidated statement Yes Yes
of cash flows
Financial position Yes, but not by No
includes total assets, this name
total liabilities,
unrestricted net assets,
temp. restricted net
assets, permanently
restricted net assets
and total net assets
Statement of activities Yes No
includes change in
unrestricted net assets,
change in temporarily
restricted net assets
and change in
permanently restricted
net assets
True statement of cash Format is, but Format is, but
flows amounts are not amounts are not
Other
What works really well Fixed assets; Integration of GJ,
reporting tool GL, AP, AR; drill
down; exporting
What works poorly Inconsistent user Fund accounting
interface
Special notes Provides multiple Fixed asset
features to enhance accounting provided
users' control of by VARs/QuickBooks
budgetary Enterprise
expenditures. Solutions: Nonprofit
Edition 6.0 has
fixed assets and
more controls
Primary market Mid-size nonprofits Small non profits
that prepare IRS
Form 990 and present
reports to a board.
Exhibit 1 Serenic Navigator Traverse NFP
Nonprofit
Edition 2006
Serenic Corp. Open Systems, Inc.
7175 W. Jefferson 43111 Dean Lakes
Ave. Suite 2500 Blvd. Shakopee,
Lakewood, CO 80235 MN 55379
877-737-3642 www.osas.com
800-328-2276
General Controls
Can controls be set at Yes Some
field-level security?
Can controls be set at Yes No
form-level security?
Fund Accounting
Will system At user option Yes, but each fund
automatically record must be set up as a
due to/due from separate company.
for spreads among Company says next
different funds? release will fix
that
Strong budgetary At user option Some, warning when
controls going over budget
Can it handle Yes No
encumbrance accounting?
Voucher system for Yes, although it's No
payables not called a voucher
Can handle pledge/ Yes, with purchase Only A/R
fundraising of separate module
General Accounting
General Journal posts to Yes Only to G/L
sub-ledgers and G/L
Allows for multiple Yes, no limit Yes, no limit
periods open at same
time
Closing required before No No
posting in noncurrent
period?
Is posting real-time or User option Batch
batch or user option?
Ease of use
Easy to use? Moderately easy Yes
Interface GUI or text GUI GUI
based?
Are screens accounting Yes Yes
intuitive?
Remote desk help? Yes Yes
Automatic allocations Yes Yes
possible?
Can a check be cut to No, but option to No, but option to
customer without setting accept credit card accept credit card
up as a new vendor? payment so can payment so can
process customer process customer
credit via credit credit via credit
card card
Is fixed asset and Somewhat Yes
addition/depreciation
easy?
Reports included with
software
Fund-based statements
Stmnt. of revenues, No No
expenses & changes in
fund net assets
Statement of cash No No
flows-proprietary funds
FASB No. 117
Consolidated statement No Yes
of financial position
Consolidated stmnt. of No Yes
activities and changes
in net assets
Consolidated statement No Yes
of functional expenses
Consolidated statement No Yes
of cash flows
Financial position No Yes
includes total assets,
total liabilities,
unrestricted net assets,
temp. restricted net
assets, permanently
restricted net assets
and total net assets
Statement of activities No Yes
includes change in
unrestricted net assets,
change in temporarily
restricted net assets
and change in
permanently restricted
net assets
True statement of cash N/A Format is, but
flows amounts are not
Other
What works really well Integration of GJ, Fixed assets,
GL, AP, AR; XBRL software intuitive
ready and easy to use
What works poorly Report generation is Budget controls
not intuitive and
requires training
to use
Special notes Reports are always Because source code
built for each is included,
customer as part of integration to other
new client setup at software packages
no additional and modifications
charge. is simple.
Primary market Mid-size to large Entities with annual
organizations revenues from
$1 million to
$10 million
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